Correspondence Tracking System

Title:

Correspondence Tracking System

Acronym:

CTS

AgencyName:

Small Business Administration

MajorOrganizationalSubdivision:

Office of the Administrator

MinorOrganizationalSubdivision:

Executive Secretariat

Abstract:

The CTS is a tracking system used to control all correspondence from the public, members of Congress, and administration officials to and from the Administrator or the Deputy Administrator. The system is also used to control and track all policy/decision documents for the Administrator's or the Deputy Administrator's signature. Correspondence from members of Congress to any SBA official is also controlled and tracked through this system. Each document is given a sequential control number and an appropriate due date. The control numbers are tied to the date of entry into the system.

The system is also capable of producing customized reports. On a weekly basis, a report is generated for each office in SBA, showing every document assigned to an office and which ones are past due.

The system also shows the office which should prepare a reply, the level of the official who should sign it, and the other offices which were provided copies.

Begin date: 1991

Purpose:

The CTS was developed to ensure timely and appropriate replies to all incoming correspondence from the Congress and to correspondence addressed to the Administrator or the Deputy Administrator. The system was also developed to track and establish due dates for policy-type internal documents.

AgencyProgram:

To assist the Administrator and the Deputy Administrator in providing timely and accurate information to the public and to ensure that the internal policy documents are reviewed by the appropriate personnel before a final decision is made.

DistributorName:

Executive Secretariat

DistributorOrganization:

Small Business Administration

DistributorStreetAddresss:

409 3rd Street, S. W.

DistributorCity:

Washington

DistributorState:

DC

DistributorZip:

20416

DistributorCountry:

USA

DistributorHoursOfService:

8:30 a.m. - 5:00 p.m.

DistributorTelephone:

(202) 205-6608

DistributorFax:

(202) 205-7064

DistributorOrderProcess:

For information on Congressional correspondence, Administrator or Deputy Administrator correspondence or policy documents, contact the Executive Secretariat and provide a description of the information requested.

SourcesOfData:

Information is obtained from incoming correspondence and internal policy documents.

AccessConstraints:

Information in this system may be exempt from disclosure under provisions of the Privacy Act and/or the Freedom of Information Act.

UseConstraints:

None

ContactName:

Executive Secretariat

ContactOrganization:

Small Business Administration

ContactStreetAddress:

409 3rd Street, S. W.

ContactCity:

Washington

ContactState:

DC

ContactZipCode:

20416

ContactCountry:

USA

ContactHoursOfService:

8:00 a.m. - 5:00 p.m.

ContactTelephone:

(202) 205-6608

ContactFax:

(202) 205-7064

ScheduleNumber:

Unscheduled

ControlIdentifier:

SBA10030

RecordSourceAgencyName:

Small Business Administration

RecordSourceMajorOrganizationalSubdivision:

Associate Deputy Administrator for Management and Administration

RecordSourceMinorOrganizationalSubdivision:

Office of Information Resources Management

DateOfLastModification:

19960207